Beverage service or a cart of cold water and juices might be nice. PSU gets warm during the day even outside of the summer months.
We could also hire coffee and donuts for about $1500 voodoo could serve everyone coffee and donuts from their pink truck in the mornings. On Aug 16, 2014 8:34 PM, "Steve Langasek" <[email protected]> wrote: > > Hi folks, > > I've updated the budget in git now to reflect the latest approved changes > for the video team. > > In the process, I've taken a pass over the rest of the budget, and have bad > news: we have way more money in the DebConf14 accounts than we're actually > going to use. > > Here's a breakdown of where we sit relative to the budget today. If you > don't care about the play-by-play, scroll down to the bottom of the mail for > a question for the team + chairs. > > - Originally, we projected a maximum of 143 sponsored attendees per night. > The actual confirmed number is 108. The number of total attendees looks > like it's on track (280 people registered, and I'm expecting we'll > continue to pick up locals between now and the start), but more of this > is self-paid / local than estimated, so this puts us roughly 20% below > budget for accommodation sponsorship (i.e., $6000 under). > > - The travel sponsorship allocation will also not all be used. We have had > some people who were granted travel sponsorship inform us that they will > not be using it - either because they aren't able to make it to the > conference, or because they have found someone else to pay their trip. > So even though bursaries actually allocated travel sponsorship funds $850 > *over* what was in the budget (knowing at that point that there was > overage in the food/accom sponsorship budget), due to those > cancellations, we appear to be between $1700 and $2300 under budget. It > is my recommendation that for future years, we look at the historic > numbers for travel sponsorship committments vs. disbursements and give > the bursaries team an explicit budget overcommit percentage for travel > sponsorship. E.g., in this case we could have overcommitted 5% and, with > cancellations, still stayed in budget. Doing so explicitly would > minimize unused travel sponsorship funds, while helping the funds be used > most efficiently by letting attendees buy cheaper plane tickets. > > - Food: also should be under budget, for the same reason as the accom being > under budget. The food budget was for $25000 (not counting the > conference dinner), and my current projection is $20000 - and thanks to > our ability to undercommit to PSU the number of meals, possibly quite a > bit less than this depending on attendees' actual eating patterns. I am > still waiting for confirmed pricing from PSU for all the meals, including > the special things like the day trip sack lunch. > > - t-shirts: due to some production-side delays, we have had to order these > with expedited shipping, which brought our total to $2770 - $306 over > budget. However, the budget was also not taking into account the needs > for video team and staff shirts; had we done so, this would have surely > been in budget still. > > - conference bags: Patty got approval from Moray to get nicer bags since > the money is available; this raises the budget from $1840 to $2148 (+$308) > > - lanyards: Patty also got approval to add Debian-branded lanyards to the > budget. $800; the hope is that we will also be able to recollect these > from people at the end of the conference and reuse these in the future. > > - day trip: with a budget of $10,884, we are likely to use less that $5000 > of this with the current plan. (Assumes the food budget covers the sack > lunch). -$5884. > > - speaker travel/accommodation: we did not use this budget at all. We did > have one invited speaker inquire about accommodation sponsorship, but it > was someone who was already staying in the dorms and is now accounted for > in the sponsored accom budget. -$3000! > > - venue rental: with the latest proposal from Carl on debconf-video > regarding setup schedule, we will be over budget due to the added room > rentals but not by much (~$1000). > > - A/V rentals: this is another thing we didn't have good estimates for > until recently. We've just adjusted the budget to include A/V rentals at > $900, but the quote from PSU for all the relevant equipment stands closer > to $3000. Carl and I are working to make sure we do things as > economically as possible (borrowing instead of equipment wherever > feasible), but that price is probably not going to come down much. So, > +$2100. But if all else fails, maybe this is "other unforeseen > expenses", for which we have $3000 in the budget... > > - Transportation for speakers: I'm not sure why speaker transportation was > separate from speaker travel in the DC13 budget, but this is also > effectively 0 this year. -$300. > > > Bottom line: even with the added budget approvals recently, we are still > coming in roughly $15000 under budget. And this is on a budget that was > already *fully funded* from this year's income (sponsorship + registration > fees). If I've done the math right, we're looking at $145k in total > expenses. We have booked $170k in income for DebConf14, *not* counting the > contributions from Debian's general funds. So instead of using $36,000 of > Debian money, it looks like we're going to be returning over $20,000 more to > Debian at the end of this cycle. > > So the question I have for the team is: are there other things we should be > spending money on to make this a good conference, that we have shied away > from due to money concerns? > > I can suggest two possibilities. > > - Water bottles. Sturdy, reusable aluminum water bottles - branded with > the Debian logo, of course! - would be a nice perk to send people home > with, that would be useful during the conference too. (And they would > definitely come in handy for people on the day trip.) They are also > something that we could order extra of - I'm *sure* that people would be > interested in buying extras. > > - Beverage service. We can always let people fill their water bottles at > the drinking fountains, and there are beverages available for purchase > down on the first floor. If we want to provide anything more than that > to our attendees, it has to be contracted with the authorized caterer > (Aramark). We have a quote for this below. It's basically a complete > rip-off for anything beyond water, but those are the rules we have to > play by if we want something like this. Depending on how they count "per > person" for coffee and tea, this could be as much as $600/day. So > personally, I think if we do anything here it should only be water; and > if it's only water I'm not sure it adds value over just buying reusable > water bottles for everyone. > > > Should we pursue either of these options? Are there any other nice-to-haves > that we should consider adding? > > > ---------- Forwarded message ---------- > From: Hudspeth, Lisa > Date: Fri, Aug 15, 2014 at 7:49 AM > Subject: RE: Debconf > To: Mark Brinkmann > > > > > Mark, > > We offer a bulk water service which includes 1- 3 gallon container of water > that would be refreshed 2 times during the day according to their breaks. > It is $25 for the 1- 3 gallon container. Depending on the number of people > attending the conference they can add to the number of containers they want > for an additional $25 for each one. > > Coffee and Tea Service would be $2.00 per person. (10 person minimum) > > The Fresh Garden Crudites served with Ranch Hummus and grilled pita > triangles is $3.00 per person.(10 person minimum) > > Assorted Cookies is $16 for 1 dozen. > > Assorted cookies and brownies is $2.00 per person.(10 person minimum) > > Let me know if you would like for me to speak with them directly. > > Also, if they are an outside group there is a gratuity of 18% added onto > the food and beverage. > > Lisa > > > > > ----- End forwarded message ----- > > Thanks, > -- > Steve Langasek Give me a lever long enough and a Free OS > Debian Developer to set it on, and I can move the world. > Ubuntu Developer http://www.debian.org/ > [email protected] [email protected] > > _______________________________________________ > Debconf-team mailing list > [email protected] > http://lists.debconf.org/mailman/listinfo/debconf-team >
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